insensitive. The whole purpose of internationalmeetings is the opportunity to learn andexperience other cultures.”“The U.S. market tends to be verytransactional,” notes Durocher, “with a ‘getto the point’ mentality.” And when it comesto contracts, “It’s not unusual for the U.S. toexpect immediate responses, certainly within 24hours, which may seem unreasonable in othermarkets.” She concludes: “Finding commonground and exchanging pleasantries first maypave the way to future successful negotiations.”It’s important as well for planners topersonally embrace those customs, too. ForCanonica, “Aretha Franklin’s ‘R E S P E C T’comes to mind. Ignorance of cultural nuancesis considered offensive. If you want to ensurefull collaboration for a successful outcome,learning a few words, and understanding localcommunication styles and etiquette will goa long way.”This is critical, says Marcial, “ because theplanner is representing their organization andhaving the appropriate cultural awareness andsensitivities when doing business abroad is adirect reflection on that organization.”

Consider the Limitations

The English language’s dominance of the
international meeting scene may be far from
over, but it’s also far from complete—and more
gaps are opening every day. Consider that
English as a “universal language” is a lot like a
“universal TV remote”: You think you can use
it for everything, but its actual function turns
out to be narrower than you’d expect.

Durocher says, “While it’s true that Englishis the universal language and the officiallanguage in over sixty countries, there areonly six countries where it isactually spoken as a nativelanguage by most of thepopulation; and those still withobvious gaps.”Canonica suggestspicking up the phone. “Startestablishing a rapport andgauge their level of English.

When communicating viaemail, try to be concise andmake sure to use basic English(no analogies) and minimizeany humor, as that easily getslost in translation.”Gorin agrees: “Clarity andbrevity may be key, dependingon whom you are speakingto. The other party may speaksome of your native languagebut not necessarily be fluent.

You need to try to convey yourmessage as simply as possible.”Gorin thinks using tools likeGoogle Translate may help ease somemiscommunication “but it’s also not perfectand can lead to problems as well, if not usedwith caution.”Many industry professionals, includingKristi Casey Sanders, DES, director of digitalmarketing strategy at Dallas-based MeetingProfessionals International, recommendsuch software solutions as Topi for socialmedia-based chats that involve meetinglogistic plans and discussions. Even so,Gorin points out what should be obvious tomeeting professionals, namely that “in ourindustry, we can find partners who are fluentin one language or another. When directcommunication is not possible, working with alocal partner who can translate for you wouldbe a great tool.”

3-2-1 Contract

It is generally acknowledged that English
is the universal language of contracts; but
more to the point, it’s the contract language
of any U.S. company operating abroad.

However, that may already be changing.

The Washington, D.C.-based Association
of Corporate Counsel, which has members
practicing law in 85 countries, has noted
that, in some countries, courts will not
enforce laws where one of the parties did not
understand the terms of the agreement.

Marcial recommends that, when doingbusiness abroad, “it is very important that allagreements stipulate which country’s laws arebeing followed in case of dispute. Also, thecurrency for all financial transactions shouldbe clearly stated.”With this in mind, Durocher recommendsthat it’s best to get advice from a local contact(“it might save you time and money”).

“U.S. contracts tend to be very detailed andencompassing and may contain clausespertaining to laws in the U.S. (i.e. ADA) thatdo not apply in other countries. In addition, ifthe request is coming from abroad, there maybe costs, concessions, and industry terms thatare different from local customs.”Durocher suggests that planners manageparticipants’ expectations by providinginformation of an experience that maybe different than that to which they areaccustomed (room size, service standards,age of building, food, amenities etc.). “As Iconsult with international hoteliers, I alsosuggest they understand the U.S. market andour ‘culture’ so that they are responsive toU.S. planner expectations.”Meanwhile, planners should be mindful ofthe following terms and make sure they areclearly understood by all parties:• Plenary vs. breakout• Deposit requirements• Fees for meeting space• Rates inclusive / exclusive of VAT• Breakfast included in rate